Templates & Guides

Business Proposal Template: Free Download + Complete Guide

A professional business proposal template you can customize in minutes, plus everything you need to know to win more deals.

12 min read

Last updated: January 2026

Writing a business proposal shouldn't take hours. Yet most professionals spend 3-5 hours crafting each proposal from scratch—time that could be spent actually doing the work.

This guide gives you a ready-to-use business proposal template, plus the strategy behind proposals that actually close deals.

Free Business Proposal Template

Here's a complete business proposal structure you can copy and customize:

[Your Company Logo]

Business Proposal

Prepared for: [Client Name]

Prepared by: [Your Name], [Your Company]

Date: [Date]

Valid until: [Date + 30 days]

Executive Summary

[2-3 sentences describing the client's challenge and your proposed solution. This is the most important section—many decision-makers read only this.]

Project Overview:

Objective: [What you'll accomplish]
Timeline: [Start to finish]
Investment: [Total cost]

Understanding Your Needs

Based on our conversation on [date], you're looking to:

[Primary goal]
[Secondary goal]
[Tertiary goal]

Current Challenges:

[Challenge 1]
[Challenge 2]
[Challenge 3]

Proposed Solution

Phase 1: [Name] — [Timeline]

[Description of what you'll deliver]

Deliverables:

[Deliverable 1]
[Deliverable 2]
[Deliverable 3]

Phase 2: [Name] — [Timeline]

[Description of what you'll deliver]

Deliverables:

[Deliverable 1]
[Deliverable 2]

Phase 3: [Name] — [Timeline]

[Description of what you'll deliver]

Deliverables:

[Deliverable 1]
[Deliverable 2]

Investment

Item	Description	Price
[Service 1]	[Brief description]	$X,XXX
[Service 2]	[Brief description]	$X,XXX
[Service 3]	[Brief description]	$X,XXX
Total		$X,XXX

Payment Terms:

50% deposit upon acceptance
50% upon completion
Payment due within 14 days of invoice

Timeline

Milestone	Target Date
Project kickoff	[Date]
[Phase 1 complete]	[Date]
[Phase 2 complete]	[Date]
Final delivery	[Date]

Why Work With Us

[Your Company] has helped [X] clients achieve [specific result].

Next Steps

Review this proposal
Sign below to accept
Submit deposit payment
We'll schedule our kickoff call within 48 hours

Acceptance

By signing below, you agree to the scope, timeline, and investment outlined in this proposal.

Client Signature: ________________________

Name: ________________________

Date: ________________________

What Makes a Business Proposal Effective

A business proposal isn't just a price quote—it's a sales document. The best proposals:

1. Lead with the Client's Problem

Don't start with your company history. Start with what the client told you they need. This shows you listened and understand their situation.

Bad opening:

"ABC Company was founded in 2015 and has served over 500 clients..."

Good opening:

"You mentioned that your current website converts at 1.2%, well below the industry average of 3.5%. This proposal outlines how we'll close that gap."

2. Make the ROI Obvious

Clients don't buy services—they buy outcomes. Connect your price to the value they'll receive.

Example:

"At $5,000, this project costs less than the revenue you lose each month from your current 1.2% conversion rate. Based on your traffic, a 1% improvement equals approximately $8,000/month in additional revenue."

3. Remove Decision Friction

The easier you make it to say yes, the more yeses you'll get:

Include clear payment terms
Add a signature line (or better, use e-signatures)
Set an expiration date to create urgency
Offer a payment option (deposit + milestone payments)

4. Keep It Scannable

Decision-makers are busy. Use:

Headers and subheaders
Bullet points
Tables for pricing
Bold text for key points
White space

If someone can't understand your proposal in 60 seconds of skimming, it's too complex.

Business Proposal Mistakes to Avoid

Mistake 1: Making It About You

Your "About Us" section should be 10% of the proposal, max. The client cares about their problem, not your origin story.

Mistake 2: Vague Scope

"We'll redesign your website" means different things to different people. Be specific:

How many pages?
How many revision rounds?
What's included vs. extra?

Vague scope leads to scope creep, disputes, and unhappy clients.

Mistake 3: Burying the Price

Don't make clients hunt for the number. If they can't find it quickly, they'll assume you're hiding something.

Mistake 4: No Expiration Date

Proposals without deadlines sit in inboxes forever. A 14-30 day validity period creates healthy urgency.

Mistake 5: Sending a PDF and Hoping

The best proposals are interactive:

Track when they're opened
Allow digital signatures
Include payment links
Send automatic reminders

How to Send Your Business Proposal

Option 1: Email + PDF Attachment

Pros: Simple, universally compatible

Cons: No tracking, easy to ignore, requires printing to sign

Option 2: Proposal Software

Pros:

Know when proposals are opened
Digital signatures
Built-in payment collection
Professional templates
Automatic reminders

Cons: Monthly cost (though many have free tiers)

Option 3: Google Docs/Word Link

Pros: Free, easy to edit

Cons: Looks unprofessional, no signatures, no tracking

For serious businesses, proposal software pays for itself. Knowing when a client opens your proposal (so you can follow up at the right time) alone is worth the investment.

Business Proposal Template Variations

For Service Businesses

Focus on:

Clear deliverables
Timeline with milestones
Your process (builds confidence)
Case studies from similar clients

For Product Sales

Focus on:

Product specifications
Quantity pricing/discounts
Delivery timeline
Warranty/support terms

For Consulting Engagements

Focus on:

Problem diagnosis
Methodology
Expected outcomes
Ongoing support options

For Agency Pitches

Focus on:

Creative concepts
Strategy rationale
Team bios
Relevant portfolio pieces

Proposal Follow-Up Strategy

Sending the proposal is half the battle. Here's how to close:

Day 1: Send + Confirm Receipt

"Hi [Name], I just sent over the proposal we discussed. Let me know if you have any questions—happy to jump on a quick call to walk through it."

Day 3: Check In

"Hi [Name], wanted to make sure the proposal came through okay. Any questions I can answer?"

Day 7: Add Value

"Hi [Name], I came across [relevant article/resource] and thought of your project. Still happy to discuss the proposal whenever you're ready."

Day 14: Create Urgency

"Hi [Name], just a heads up that the proposal pricing is valid until [date]. Let me know if you'd like to move forward or if anything's holding you back."

Create Professional Proposals in Minutes

Stop spending hours formatting proposals in Word.

OpenProposal lets you:

Create beautiful proposals with drag-and-drop
Get legally binding e-signatures
Collect payments via Stripe
Track when proposals are opened
Send automatic follow-ups

No per-seat pricing. Unlimited users on all plans.

Try OpenProposal Free

Frequently Asked Questions

How long should a business proposal be?

2-5 pages for most projects. Complex enterprise deals may need more, but shorter is usually better. If you can't explain your value in 5 pages, you don't understand it well enough.

Should I include multiple pricing options?

Yes—offering 2-3 tiers (Good/Better/Best) increases close rates. Most clients choose the middle option.

When should I send a proposal?

Within 24-48 hours of your discovery call. Speed signals professionalism and keeps momentum high.

How do I handle proposal revisions?

One round of minor revisions is reasonable. For major scope changes, create a new proposal. Never keep editing the same document indefinitely.

What if the client ghosts after receiving the proposal?

Follow up 3-4 times over two weeks. If no response, send a "closing the loop" email: "Hi [Name], I haven't heard back, so I'll assume the timing isn't right. Feel free to reach out if things change."